Finance Specialist

Position Summary:

Under general direction, provides fiscal and administrative support to the Energy Services Division. Supports CAPSLO’s mission by ensuring the program is monitored financially and given administrative support in order to maximize the number of families and individuals it is able to serve effectively.

Required Education and Experience:

•  AA/AS Degree and at least 3 years related work experience or an equivalent combination of education and experience, which will provide for at least 5 years of administrative/financial experience.

License & Certifications:

• Must have dependable, insured transportation and valid California Driver’s License (mileage to be reimbursed) and acceptable driving record.
• A DMV printout and proof of insurance will be required.

Essential Functions:

• Prepares detailed invoices for weatherization and home repair programs, billing labor and material costs for completed projects.
• Assists in all aspects of inventory control for the department, including entering new material purchases into inventory control software, relieving inventory from system and applying to installed jobs, preparing monthly and annual inventory reports and assisting in annual and periodic physical inventory counts.
• Prepares bimonthly payroll for installation crews. Reviews job orders and timesheets for accuracy of time recorded and program cost allocation. May assist other staff in reviewing and preparing payroll.
• Responsible for the accurate vouching of invoices, obtaining program approvals and the timely submission to Finance Department for payment. Reviews vendor invoices for accuracy or charges and ensure that costs are properly allocated on vouchers.
• Assists Program Director in evaluating inventory levels to determine material inventory purchasing needs for the department.
• Assists Program Director/Staff in preparing purchase requisitions for items requiring purchase order approval. Submits requisitions to Purchasing and distributes Purchase Orders.
• Purchases office and safety supplies for the department and assists crew supervisors in distributing and replenishing safety supplies for field staff and vehicles.
• Assists Program Director in vehicle maintenance tracking, scheduling routine repairs and servicing of vehicles and keeping vehicle registrations current.
• Composes fiscal correspondence and assists in the preparation of the budget narratives, proposals and grant submissions.

Responsibilities and Duties:

• Attends department staff meetings and planning sessions as requested by supervisor.
• Is accountable for meeting all deadlines related to the responsibilities detailed in this job description.
• Cross-trains with other staff in the department to enable all work to be completed on schedule in peak periods and at times when staff are out of the office on vacation, sick or other leave.
• Must use reasonable precautions in the performance of one’s duties and adhere to all applicable safety rules and practices; and act in such a manner as to assure at all times maximum safety to one’s self, fellow employees, clients and children.
• Performs other duties as needed.

Knowledge, Skills and Abilities:

Knowledge:

• Must be proficient with the use of a computer and able to work in MS Excel and Word software; create spreadsheets and formulas as well as databases as needed for the program’s fiscal support.

 Skills:

• Must have basic bookkeeping and math skills, also ability to read financial statements desirable.

 Abilities:

• Must be able to type 45 wpm and accurate 10-key by touch.
• Must be able to relate well to all people of the community regardless of color, national origin, religion, sex, pregnancy, age, marital status, veteran status, sexual orientation, disability or socio-economic level.
• Must be able to handle confidential information.
• Must have the ability to prepare and present concise, accurate and effective oral and written reports.
• Must have the ability to develop and maintain effective work relationships with other employees and representatives of private and public agencies.
• Must have the ability to work under pressure of many deadlines and difficult situations.
• Must understand, uphold, and continue working toward accomplishing the mission, strategic goals and performance measures of the agency.

Supervisory Responsibility:

• This position has no direct supervisory responsibilities.

Work Environment:

• Requires working indoors in temperature-controlled environment with some exposure to copier and printer chemicals/fumes.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical:

• Position requires intermittent standing, sitting, walking, twisting and bending.
• Must be able to lift up to 30 pounds.
• Simple grasping and hand manipulation required as well as reaching above and below shoulder level.

Travel:

• Occasional travel may be required to attend meetings and conferences.

Additional Eligibility Qualifications:

• Must be at least 18 years of age by date of hire.
• Must comply with the CAPSLO COVID-19 Vaccination Policy, either being fully vaccinated or sign a COVID-19 declination form.
• Based on program, a current TB skin test/Chest X-Ray may be required.
• Employment is contingent upon meeting all applicable job requirements and background requirements. A criminal history clearance is required prior to employment.
• Upon hire, agency staff will check the Megan’s Law (or the current sexual predator website) to ensure each staff being hired is clear for employment. Agency staff will check the website annually to ensure all program staff are cleared to work.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Reasonable Accommodations:

I have read and understand the Essential Functions of this position, including the Responsibilities and Duties. I also acknowledge that the Responsibilities and Duties for this position may change in the future with or without prior notice.

I further understand that I can request a reasonable accommodation, should one be necessary for me to carry out the Essential Functions of this position. I can perform these with or without reasonable accommodation.